Registered Training Organisation (RTO) USI Onboarding Pack – NEW
Are you a new RTO or do you have new RTO staff? Are you across your USI obligations?
As an RTO, the USI is an important component of your reporting requirements. Whether you are a new RTO or have been in operation for a while, use the USI RTO Onboarding Pack to get up to speed with everything you need to know. It has useful information outlining your USI obligations. Use the checklist in the Onboarding Pack to help you tick things off!
Making Privacy More Transparent – Fifth edition of Transparent now available
The next edition of our privacy e-newsletter, TRANSPARENT is now available on the USI website.
This edition is the first of a two-part series about personal information security. This month, the focus is on how RTOs can strengthen personal information security through the use of physical security controls and ICT protections. It is useful to share this information with your ICT staff and SMS Developers. Talk to them if you have any questions regarding your organisation’s security controls.
All editions of TRANSPARENT can be accessed anytime from the USI website. There is no need to subscribe to TRANSPARENT. As long as you and your enrolment, USI creation and verification and data reporting staff have subscribed to the USI RTO Bulletin – you will automatically receive notification of each new edition of Transparent via the Bulletin.
The Importance of USI Verification
Unless specifically exempted, it is a requirement that all RTOs collect and verify a USI for each student enrolled in nationally recognised training.
To ensure training activity is attributed to the correct student, all USIs collected by RTOs must be verified against the USI Registry System. This process checks that the USI, name and date of birth details recorded by the RTO match those in the USI Registry. You can verify USIs in real time using a webservices connection between your Student Management System and the USI Registry or by entering details individually using the USI RTO online Portal. USI Verification is a requirement for RTOs to meet AVETMISS reporting requirements. Even if you do not create USIs you must still verify each USI collected. However, you do not need to verify the USIs that you have created.
The USI Office recommends that both collection and verification occur at the point of enrolment or enrolment data entry and should always occur as soon as possible after enrolment so that any follow up can occur while you are still in regular contact with the student.
The USI Office has noted a high level of activity this year stemming from RTOs who have left either USI collection or verification to the end of their reporting period. This can be risky, students may have changed their address and contact details in their USI account at this point. Resolving collection and verification issues is the responsibility of the RTO. Deferring these processes may impact your capacity to issue qualifications and finalise reporting requirements.
If you are having difficulties with verifying your student’s USI please attempt the following prior to contacting the USI Office for assistance:
- Confirm the USI and details provided against the student’s enrolment form as there may be a transcription error. For example, it could have been the number 5 instead of the letter ‘S’, or a letter ‘Z’ instead of the number 2.
- Attempt to call, email, send a letter or text message to the student to confirm their USI. For your benefit it is important to follow up all missing or unverified USIs as quickly as possible with your students.
Did you know that your students receive a notification every time you locate their USI?
The verification process includes accessing the USI system to locate the student’s USI.
An important privacy assurance feature of the ‘Existing USI Search’/‘Locate USI’ functions is the automated notice sent to the student when an RTO uses this function. This notice includes the relevant RTO number and ‘trading’ name as registered on training.gov.au.
The USI Office receives many enquiries from students concerned about privacy as a result of receiving the notification sent to them each time an RTO locates their USI.
Therefore, it is important for you to confirm that you have the student’s permission to locate their USI before using this function and to let your students know that:
- they will receive a notice regarding your use of the function to confirm their USI
- the RTO name included in the notice may be different to the name they are familiar with (for example your legal name and your trading name). The trading name is the name used in the notification. You could also make the students aware of your trading name if it is different to your legal name or display name.
Following this advice should save you time and effort. Further, your students will not be concerned about their privacy.
Student Management Systems Device AUSkey Certificate Renewal
Is your RTO’s Device AUSkey due for renewal? Student Management Systems (SMS) use a Device AUSkey to authenticate the connection with the USI Registry System. Our records show that a significant number of RTOs created their Device AUSkeys just after the USI Registry System went live and these were renewed in the first quarter of 2017. It is important to note that a Device AUSkey requires renewal every 2 years. If you are unsure or need more information, please talk to your organisation’s AUSkey administrator or visit www.usi.gov.au/training-organisations/device-auskey-certificate-renewal.
USI Contact Centre – Temporary Closure - 16 November 2018
The USI Office will be temporarily closed on Friday 16 November 2018.
If you would like to take advantage of our call back service, you are welcome to leave a message and we will call you back on Monday. We apologise for any inconvenience.
Students and RTOs can continue to access the USI Registry System, website and all self-service options 24 hours a day 7 days a week.